Solution: Simplified Access, Communication, and Workflows

Marjan Onrust suggested implementing Workspace 365 as the solution. "There aren't many products on the market that meet our needs and target audience, but Workspace 365 does," she explains. "It offers Single Sign-On with two-factor authentication, giving healthcare workers quick and secure access to all integrated applications, systems, and files. It also provides an easy-to-use tool for internal communication, which is essential for our healthcare workers who are often on the move."

In collaboration with IT partner MostWare, ActiVite implemented Workspace 365 as their new digital workplace. "MostWare has been working with ActiVite for about 20 years and knows the organisation well. Over the past year, we have carried out a major reorganisation together, both in terms of network infrastructure and applications, as well as our IT department."

Workspace 365 provided the flexibility and ease of use needed for ActiVite’s diverse IT landscape. The solution focuses on three key areas: access, communication, and workflows. By simplifying these elements, digital working at ActiVite has been significantly improved.

Simplified access

Thomas Kool from MostWare guided the implementation and explains: "ActiVite has a complex IT landscape, where the various functionalities need to align with the skills and needs of healthcare workers and meet the highest security standards." Marjan Onrust, interim IT manager, adds: "In this context, Workspace 365 proved to be the perfect solution to bring everything together and provide an intuitive experience for healthcare workers."

Workspace 365 gave ActiVite the ability to integrate all its applications and systems into one platform. Marjan explains: "We conducted an inventory of all the necessary applications and integrated them into Workspace 365, including the Ons and AFAS systems. This ensures easier access to all the tools needed." As a result, healthcare workers can quickly find the information they need without switching between different systems.

Simplified communication

There was also a need for a more efficient communication system. Thomas introduced the intranet functionalities of Workspace 365, providing ActiVite with a central hub for all internal communication. "The Hub ensures that healthcare workers can find all important information in one place, and with knowledge items, they can easily share work processes," says Thomas. Michèle adds: "From Communications and HR, we share news articles, announcements, and tips. We make sure the information is digestible, so no long blocks of text. Also fun: now healthcare workers can see when a colleague’s birthday is. Birthdays get a lot more congratulations, which helps to strengthen internal connections."

Simplified workflows

Finally, workflows were streamlined. Through integrations, healthcare workers can directly access rosters and HR information from the digital workplace. Marjan: "The system also features a powerful search function, allowing users to quickly find what they need without endless scrolling."

Implementation & adoption: Smooth transition for 700 HBH healthcare workers

ActiVite prioritised rolling out Workspace 365 to household assistance (HBH) workers, who often had limited interaction with ActiVite’s systems. Marjan explains: "During the holiday period, we have many temporary staff for this service. Because they are not familiar with our HR system, scheduling became challenging. Therefore, we wanted to transition this group to the Ons package combined with Workspace 365 before the summer holidays."

Marjan continues: "Our HBH workers, like many other colleagues, perform client-related tasks. They are often on the move, have less connection with ActiVite as an employer, and generally relate more to people than to technology. However, they all have mobile phones and want quick and easy access to the right information, forms, and files." Based on this, Thomas conducted an inventory of all the applications, information sources, and functionalities that were useful and relevant. From work instructions and schedule planning to a social intranet and HR information. Thanks to the broad API access and the ability to add micro-apps, he was able to work with Workspace 365 to design ActiVite’s digital workplace so that HBH workers could access only the functionalities that were relevant to them at that moment—all easily accessible via the user-friendly mobile app of Workspace 365.

Meanwhile, Michèle worked on the communication around the launch. "We have about 700 healthcare workers providing household assistance. We got them excited about the new digital workplace through various channels. They received a card with sign-up instructions and a chocolate bar by mail, and we also sent information via email. On the day the digital workplace went live, the helpdesk was ready to answer questions over the phone. There were also team managers at various support points in the region where employees could drop by for help with downloading and installing the app." Thomas adds: "Since the system is very intuitive, no separate training was required. In terms of adoption, it was mainly important to highlight the convenience and added value of the new environment. And we succeeded—shortly after the launch, 500 people had already signed up."

The result: Higher autonomy and engagement among employees

“The reactions are positive,” says Michèle. “Employees feel more autonomy in their work, are better informed, and feel more connected to each other and to the organisation.”

Marjan offers this tip for other organisations: “Involve all stakeholders early on and keep them engaged throughout the various stages of the project. Also, take enough time for testing—not just the technology, but also the user experience. How does it work? What challenges do you encounter? What’s missing?” Michèle adds: “Good communication is essential. Be clear from the start about what you’re doing, what it will achieve, and what it means for employees.” Marjan also points out: “The success lies mainly in the power of collaboration—both internally and with MostWare and the other involved parties. We really do this together.”

Future plans: Broader rollout and further optimisation of the digital workplace

The first rollout phase was successful, and ActiVite is now preparing for the next step: the broader implementation of Workspace 365 across the organisation. “The next step is to bring the rest of the organisation onto the digital workplace of Workspace 365,” says Michèle. Marjan adds: “Of course, this will be done alongside the new systems from Nedap Ons and AFAS. That requires alignment and training. For example, nurses need to be able to view, record, and verify medical data. Planners need insight into capacity, and departments working with AFAS must be trained. That will be the focus for the coming months. After that, we can further optimise the digital workplace and tailor content and information by department, team, or location.”

Takeaways: lessons for healthcare organisations when implementing a digital workplace

The implementation of Workspace 365 at ActiVite offers valuable lessons for healthcare organisations seeking an efficient and user-friendly digital workplace:

• Involve stakeholders early: Marjan emphasises the importance of early involvement: “Involve all stakeholders within the organisation early on and keep them engaged throughout the various stages of the project. Also, take enough time for testing—not just the technology, but also the user experience.”
• Clear communication is key: Michèle highlights the importance of good communication. "Be clear from the start about what you’re doing, what it will achieve, and what it means for employees."
• The power of collaboration: Marjan: “Success lies in the power of collaboration. Both internally and with MostWare, Workspace 365, and the other involved parties. We really do this together.”
• Focus on simplicity and accessibility: By choosing a platform focused on ease of use, employees can find information faster and work more efficiently, leading to greater engagement.